WAG Meeting: Basics of Accessible MS Office Documents · 5) Color and Contrast • Color is not the...

Welcome to WAG Meetingan AMAC Accessibility Webinar

Basics of

Accessible MS Office Documents (Word, PowerPoint, and Excel)

Janet Sylvia, WAG Coordinator

May 2, 2018

To Show Closed Captioning

• From Menu: Window>Show Closed Captioning• Keyboard: CTRL or CMD + F8

Questions

• During presentation type questions in Chat

• Mouse: click in Chat Box

• Keyboard: CTRL or CMD+ M

• Type your message

• Press Enter on keyboard

• Q/A at end of the presentation

Today’s Presenter

• Janet Sylvia

• WAG Coordinator and Accessibility Specialist

• AMAC Accessibility Solutions

Basics of Accessible

Word

1) Review Word Documents

against New HHS 508 Checklist

• U.S. Department of Health and Human Services (HHS)

• General Office Document File - 508 Checklist

• Updated for Revised Section 508 and WCAG 2.0

https://www.hhs.gov/web/section-508/making-files-accessible/checklist/aspa-dcd-general-office-document-file-508-checklist/index.html

2) Readability

• Divide large blocks of text into smaller sections

• Avoid overly complex sentences

• Provide adequate whitespace

• Use line or paragraph spacing (avoid Enter/Return for “blank” space)

• Sans-serif font (Arial, Calibri, Tahoma, Verdana, etc.)

• Font size between 12-18pt

Styles – Normal, Modify

Normal - Modify Style

3) Headings

• Use proper Heading Structure and Hierarchy

• Heading Styles (Heading 1 through Heading 6)• Heading 1 for Document Title

• Heading 2 for all Section Titles

• Heading 3 for all Sub-section Titles

• etc.

• Modify ALL Heading Styles before first use!

Heading 1 - Modify

Heading 1 – Modify Style(repeat for Headings 2 through 6)

Apply Heading 1 to Document Title

Apply Heading 2 to all Section Titles(Repeat for Heading 3 Sub-section Titles, etc.)

View - Navigation Pane

Additional Styles

• Emphasis (instead of Italics)

• Strong (instead of Bold)

Expand Styles Menu

Emphasis and Strong

4) True Columns and True Lists

• Use Word’s built-in functionality to create: • True Columns

• True Lists

• Bulleted List (order of list items does not matter)

• Numbered List (order of list items does matter)

• Avoid • Spacebar, tab, enter

• Only create “visual appearance” of columns and lists, but not accessible structure

Page Layout - Columns

Home - Bulleted and Numbered Lists

5) Hyperlinks

• Link text should• make sense when read out of context

• describe the destination (document name, website)

• be unique for unique destinations

• Avoid vague terms• Click here

• Email me

• URL text http://www.ugallo-b59-go2376c.html

Assistive Technologies and Tools -

Aggregate Hyperlinks

• Not Accessible – vague and redundant• Click Here

• Assignment

• Assignment

• Accessible – descriptive and unique• Student Disability Resource Center

• Assignment 1 – Plants and Biology

• Assignment 2 – Don’t Bug Me

6) Alt Text

• Text Alternative for Non-text Elements• Image, Chart, Graph, etc.

• Alt Text• 120 characters or less

• Conveys function, meaning or purpose of image

• Long Description (in addition to Alt Text)• Alt text alone insufficient to describe non-text element

• Provide in surrounding text or link to separate accessible document

Word - Format Picture

Format Picture - Layout & Properties,

Alt Text (Description)

7) True Tables

• Use Word’s built-in functionality to create true Tables• Design table to read properly: top to bottom and left to right

• Simple Data Tables only

• General Formatting• Provide Title (i.e. Caption) and Summary before the Table

• Specify Header Row

• Avoid blank or merged cells

Insert - Table

Design - Header Row

Table – Insert Caption

Caption – Enter Caption Text

8) Color and Contrast

• Color is not the sole means of conveying important information (i.e. avoid color-coding)

• Sufficient contrast between foreground (text) color and background color

• Background color or design does not overpower text for documents, charts, graphs, tables, etc.

• Use the Colour Contrast Analyser to ensure accessible contrast

Colour Contrast Analyser from The Paciello Group

9) File Properties in Word

• Metadata describes contents of file (before opening)

• Title

• Tags

• Subject

• Author

File – Properties, Show All Properties

Word: Title, Tags, Subject, Author

10) Accessibility Checker - Word

• Always use Word’s built-in Accessibility Checker

• Repair Errors, Warnings and Tips

File – Check for Issues, Check

Accessibility

Accessibility Checker – Repair all Errors,

Warnings and Tips


PowerPoint

1) Review PowerPoint File

against New HHS 508 Checklist





2) Slide Design

• Simple Themes

• Solid Colors

• Avoid Themes with drop shadows on design, colors or text

Slide Designs - May not be accessible

Microsoft - Accessible Template

Showcase (Check color contrast, etc.)

3) Slide Layout

• Pre-defined Slide Layouts

• Only Slides with Title

• Default bulleted and numbered lists

• Avoid Text Boxes

Home – New Slide (with Title)

4) Readability

• Slide Titles are meaningful and unique

• Sans-serif Font (Arial, Calibri, Tahoma, Verdana, etc.)

• Bold Text

• Maximum 6-8 lines of text per slide

• Tables, Charts and Graphs on own slide

• Avoid Transitions and Animations

5) Color and Contrast



• Background color or design does not overpower text on slides, charts, graphs, tables, etc.

• Use the Colour Contrast Analyser to check accessible contrast

Not Accessible – Color-coding

Accessible – Pattern Fill

Double Click Bar – Format Data Series,

Fill & Line

Fill & Line – Color, Black(background color for Pattern)

Pattern Fill – Select Pattern(repeat for each bar)

6) Alt Text (PPT)

• Text Alternative for Non-text Elements• Image, chart, graph, etc.





PPT: Format Picture

Format Picture - Size & Properties, Alt

Text (Description)

7) True Tables (PPT)

• Use PowerPoint’s built-in functionality to create True Tables• Design table to read properly: top to bottom and left to right

• Simple Data Tables only

• General Formatting• Provide Title (i.e. Caption) and Summary before the Table

• Specify Header Row

• Avoid blank or merged cells

Table – Insert Table

Default Color Scheme NOT Accessible

Double Click Table – Expand Table Styles,

Select Accessible Color Scheme

Select Table – Design, Header Row

(check box)

8) Multimedia

• Audio• Text Transcript

• Audio Video• Closed Captioned• Text Transcript• Video Description (unless talking head video)

• Video• Video Description (unless talking head video)

9) File Properties in PowerPoint


• Title

• Tags

• Subject

• Author

PPT: File – Properties, Show All

Properties

PPT: Title, Tags, Subject, Author

10) Accessibility Checker -

PowerPoint

• Always use PowerPoint’s built-in Accessibility Checker


PPT: File – Check for Issues, Check

Accessibility

PPT: Accessibility Checker – Repair all

Errors, Warnings and Tips


Excel

1) Review Excel File against the New HHS

508 Checklist





2) Readability (Excel)

• Sans Serif Font, minimum 12pt

• Auto-font color (black)

• Sheet Names are Brief and Unique

• Delete Unused Sheets

• Always Save worksheet with cursor in cell A1 of Sheet 1

File – Save with cursor in cell A1 of Sheet 1

Sheet Names – Right click, Rename or Delete

3) One Item per Sheet

• Place each item (dataset, table, graphic) on its own Sheet

• Divide complex (datasets, tables) into smaller, more manageable units on separate sheets

• Avoid nested datasets and tables

4) Layout

• Title should appear in Cell A1 of the Sheet

• Content begins in cell A2

• Position data along top, left edge of sheet

• Content reads properly from top to bottom and left to right

• Content layout is logical and predictable

Data against top, left of Sheet

5) Row and Column Headers

• Designate Headers for Datasets and Tables• Avoid merged cells for headers

• Use Define Name for Rows and Columns

• Datasets: • If column and row headers are present, Name = Title• If only row headers are present, Name = RowTitle• If only column headers are present, Name = ColumnTitle

• Tables:• Select option: My table has Header Rows

Dataset: Header Row – Define Name

Dataset: Enter Name and Scope(leave Comment blank)

Dataset containing formula(s):

Select Dataset, Home - Format as Table

Format as Table - My table has headers

6) Format Cell Data

• Format cells so all text is visible (i.e. no hashtags ###)

• Avoid merged or split cells

• Avoid text boxes

• Avoid blank rows

• Avoid blank columns

• Avoid blank cells• Use other means (i.e. n/a, minus sign, 0, no data, empty cell, etc.)

Avoid Blank Cells – use other means

(ex: n/a)

7) Alt Text

• Text Alternative for Non-text Elements • Image, chart, graph, etc.





Format Menu – Format Chart Area

Format Chart Area – Size & Properties,

Alt Text (Description)

8) Color and Contrast (Excel)



• Background color or design does not overpower text on charts, graphs, tables, etc.

• Use the Colour Contrast Analyser to check accessible contrast

Not Accessible – Line Chart contains

color-coding

Format Data Series - Fill & Line, Color

and Dash Type (repeat for each line)

9) File Properties in Excel


• Title

• Tags

• Subject

• Author

Excel: File – Properties, Show All

Properties

Excel: Title, Tags, Subject, Author

10) Accessibility Checker - Excel

• Always use Excel’s built-in Accessibility Checker


Excel: File – Check for Issues, Check

Accessibility

Excel: Accessibility Checker – Repair

all Errors, Warnings and Tips

End of Training


MS Office Documents

Q/A

• 1) Type questions in Chat• Mouse: click in Chat box

• Keyboard: (CTRL or CMD) M

• Type your message

• Press Enter on your keyboard to send message to Main Room

• 2) Ask Questions via Microphone• Raise your Hand to be part of the question queue

– Select Hand icon (above participant names)

– We will take questions in order received

Contact Information

Janet Sylvia

WAG Coordinator

Join WAG Listserv or Request Training

[email protected]

Thanks for Joining us Today!

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WAG Meeting: Basics of Accessible MS Office Documents · 5) Color and Contrast • Color is not the...

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